Fall2012InPerson

We will hold an in-person meeting on Nov 3, 2012, in Columbus Ohio. We will meet at our offices at 470 Olde Worthington Rd, Columbus OH, 43082 at 10 am. We will run until about 5pm and then go off to dinner somewhere.

For non locals: Hampton Inn [1] is across the street. But Red Roof Inn is is less expensive for the budget conscious. In the past some of us have stayed at the Worthington location, but we've had things stolen from us, had our reservations changed out from under us, and other problems. Moose recommends the Westerville RRI instead.

Proposed items for discussion

• Detailed walk-through of the event, from Thursday afternoon
  • What worked, what did not work
• Potential room layouts for next year
• (if time) Discussion of We-Oughtas
• Shirt packaging: All Robots Assemble!

Robot Roll Call

In-person

Are you coming to the meeting? Then sign up here!

• Warner Moore
• Phil Reiche
• Kevin O'Brien
• Rob Ball

• Your name here
• My name there
• Here a name, there a name
• Everywhere a name name
• Old McSchult had a farm - M-i-k-e-S

Live via satellite

Are you participating remotely? This is where your name goes!

• Your name here

Tried in absentia

Not going to participate at all? :-( List your name here and we'll assign you penance.

• Vance Kochenderfer
  • YOUR PENANCE: Editing umpteen hours of audio files
• Your name here

Meeting Minutes

Minutes recorded by Warner.

Attended by Rob, Kevin, Beth-Lynn, MikeS, Moose, Phil, Warner

The agenda is to walk through event, review. What worked well, what could go better. Spring in person meeting to plan for new ideas. Tentatively in May.

Monthly Google hangout meeting to replace IRC meeting. First Tuesday of the month.

Rooms and hotels: talking to Drury, Hilton, and Hyatt.

The entertainment for the after party is in question.

• Action Item (Moose): Need to track down the invoice for the food and drink at the Three Legged Mare.

Pre-event meeting with event staff. Discussed format and scheduling.

Decision: we will continue the pre-event meeting next year.

Programs, quantity and how we ran out having ordered 500. Last year 800 were ordered and there were approximately 300 extra. It was $1000 for the $500.

• Decision: increase quantity of programs next year.

Scheduling software for phones. OpenSchedule, closed source software?

• Action Item (Kevin): Ask Dan about iOS compatibility for the application.

At 11:10AM Beth-Lynn and Rob stepped out to run by the bank.

At 11:36AM Scott Merrill (skippy) arrived.

Resumed at 12:13PM.

Registration. Discussed potential solutions for the check-in process being taking too much time at the event. How to change, what solutions we could use. Cost and logistics with registering for the afterparty. We may talk to eEevent about a potential reduced fee from 2.5% and $1 per ticket, since we are a 501.3(c) Reviewed eEvent and discussed. Discussed changing workflow and potential solutions or products for improving the registration process.

• Action Item (Moose): review eEvent and other event management sites to explore different solutions for the registration process.

Volunteer registration on site. Registration and security volunteers. Volunteers should understand their repsonsibilities in advance and who they report to. Moose is interested in adding a position for a "master volunteer coordination."

• Action Item (Kevin): start recruiting volunteers for the event earlier, such as in January.

• Action Item (Moose): chairpeople for the volunteers have an announce only mailing lists for all volunteers.

Speakers. Challenges with sticking with time slots, introductions and Master of Ceremonies role. ("Toast Master") Wrapping up in time to take questions, encourage to repeat questions. Scott had an idea for a clock or timer to enable speakers to better time their presentation.

• Action Item (Beth-Lynn or Vance?): Reach out to ToasterMasters to explore options for MC volunteers. Will work for

Beth-Lynn called for lunch orders -- couple of chickens with bacon!

Key-note speakers. Moose recorded the ideas discussed.

Dates for 2013. Put in a bid for the weekend of September 13.

• Decision: Conference theme should be selected by the December 4 meeting.

Rob and Beth-Lynn returned at 1:24PM.

OLFI. Brought in a third of the revenue. We want to get GitHub involved next year. Wireless access reception needs to be improved for the next event. Wireless Internet access is available to all OLFI students and staff on Friday. Saturday access is available to speakers, staff, and sponsors. Discussed tables and chairs, buying versus renting. Scott would like white boards available for the presenters. Lunch was well received but need more seating.

• Decision: Purchase and provide power strips for the students. Rob will store the strips. Prepare the rooms in advance, create inventory checklist.
• Decision: Have the convention center provide projectors for OLFI.